HomeMy WebLinkAbout1999-11-02; City Council; 15470; Management Compensation And BenefitsCl=’ OF CARLSBAD - AGEWA BILL “1 .
4B # 15,470 TITLE:
#TG. 11/2/99 3EPT, bIODIFICATION TO THE MANAGEMENT COMPENSATION HR
4ND BENEFITS PLAN
SECOMMENDED ACTION:
Adopt Resolution No. 99-481 modifying the Management Compensation and Benefits
Plan to allow employees represented by the Carlsbad Police Management Association
(CPMA) to access the vacation conversion option.
ITEM EXPLANATION:
On September 14, 1999, the City Council adopted Resolution No. 99-320 that established an
annual voluntary conversion of accrued vacation hours for affected management employees.
This resolution did not affect CPMA represented employees since at that time the City was in
the process of meeting and conferring with the CPMA.
The City and the CPMA have come to an agreement regarding the practice of vacation
accrual, payout of vacation hours accrued over the maximum and the vacation conversion
option. The terms of this agreement are reflected.in the attached side letter. It is staffs
recommendation that the City Council authorize a modification to the Management
Compensation and Benefits Plan to allow Police Captains and Police Lieutenants to have
access to the Vacation Conversion option. The Vacation Conversion option specifies that
each December, management employees will be allowed to voluntarily convert up to 80
hours of accrued vacation to cash, provided that they have used 80 hours of vacation during
the calendar year.
FISCAL IMPACT:
There is no fiscal impact associated with implementing the vacation conversion option for
management employees. The City will pay employees for accrued vacation whether it is
taken as paid vacation or converted to cash under this provision.
The cost associated with paying the CPMA represented employees for vacation hours
accrued over the maximum is approximately $25,000. The majority of this amount was
expensed in the 1998/l 999 fiscal year in anticipation of resolving this issue.
EXHIBITS:
1. Resolution No. 99-481 modifying the Management Compensation and Benefits Plan
(including the vacation provision of the Revised Management Compensation and
Benefits Plan).
2. Side letter between the Carlsbad Police Management Association and the City of
Carlsbad.
3. Underlined/Strikeout Copy of the vacation provision of the Management Compensation
and Benefits Plan.
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RESOLUTION NO. gg-481
MODIFICATION OF THE MANAGEMENT COMPENSATION
AND BENEFITS PLAN.
WHEREAS, the City Council adopted Resolution No. 99-320 establishing an
annual voluntary conversion of accrued vacation hours for affected management
employees; and
WHEREAS, Resolution No. 99-320 did not affect management employees
represented by the Carlsbad Police Management Association (CPMA); and
WHEREAS, the City and the CPMA have met and conferred in good faith and
reached agreement regarding the practice of vacation accrual, payout of vacation hours
accrued over the maximum and the vacation conversion option.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
/l/f
II/l
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1 2. That the City Council hereby modifies Section 3, Management Leave, of
2 the Management Compensation and Benefits Plan to allow Police Captains and Police
3 Lieutenants to voluntarily convert up to 80 hours of accrued vacation each December to
4 cash, provided that an employee has used 80 hours of vacation during that calendar year.
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6 PASSED, APPROVED, AND ADOPTED at a regular meeting of the Carlsbad
7 City Council held on the 2nd , 1999 by the following vote, to day of November
8 II
wit:
9 AYES: Council Members Lewis, Hall, Finnila, Nygaard and Kulchin
10 NOES: None
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ABSENT: None
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15 ATTEST:
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EXHIBIT 1
l Vacation
All management employees shall earn vacation on the following basis:
Beginning with the first (1 st) working day through the completion of five
(5) full calendar years of continuous service - 80 hours/year (3.08 hours
biweekly).
Beginning the sixth (6th) year of employment through the completion of
ten (10) full calendar years of continuous service - 120 hours/year (4.62
hours biweekly).
Beginning the eleventh (11 th) year of employment through the completion
of eleven (11) full calendar years of continuous service - 128 hours/year
(4.92 hours biweekly).
Beginning the twelfth (12th) year of employment through the completion
of twelve (12) full calendar years of continuous service - 136 hours/year
(5.23 hours biweekly).
Beginning the thirteenth (13th) year of employment through the
completion of thirteen (13) full calendar years of continuous service - 144
hours/year (5.54 hours biweekly).
Beginning the fourteenth (14th) year of employment through the
completion of fifteen (15) full calendar years of continuous
service - 152 hours/year (5.84 hours biweekly).
Beginning the sixteenth (16th) year of continuous employment, vacation
time shall be accrued, and remain at a rate of 160 hours for every full
calendar year of continuous employment thereafter (6.15 hours biweekly).
Management employees with comparable service in local government agencies
may be granted credit for such service for the purpose of computing vacation at
the discretion of the City Manager. All management employees shall be
permitted to earn and accrue up to and including three hundred and twenty (320)
hours of vacation, and no employee will be allowed to earn and accrue vacation
hours in excess of the three hundred and twenty (320) hour maximum.* The City
Manager shall be responsible for the granting of vacation to all management
personnel, except in the case of the City Attorney’s Office, where the City
Attorney shall be responsible for granting vacation.
* If there are unusual circumstances that would require an employee to exceed the
vacation accrual maximum, he/she must submit a request in writing to the
Department Head and the City Manager. The Department Head and the City
Manager may grant such a request if it is in the best interest of the City.
Requests will be handled on a case-by-case basis and will be considered only in
extreme circumstances.
Former CMWD management employees shall earn and accrue vacation up to and
including the maximum as contained in their IndividuaZ Agreement.
0 Vacation Conversion
Each December, management employees (including Police Lieutenants and Police
Captains) will be allowed to voluntarily convert up to 80 hours of accrued
vacation to cash, provided that they have used 80 hours of vacation during the
calendar year.
City of
October 22, 1999
Don Lewis, President
Carlsbad Police Management Association
2560 Orion Way
Carlsbad, CA 92008
Dear Don:
Re. Agreement Between the City and the Carlsbad Police Management Association
(CPMA) regarding Vacation Accrual
Thank you for your return telephone call today. Per your request, I have enclosed for your
review and signature the agreement between the City and the Carlsbad Police Management
Association (CPMA). As you will note, this agreement addresses the following:
1) Agreement to compensate affected CPMA represented employees for all vacation
accrual over the existing 320 hour maximum, as of October 3 1, 1999;
2) Change in vacation accrual practice eliminating an employee’s ability to earn and
accrue vacation above the vacation accrual maximum of 320 hours, effective
November 1,1999; and
3) Upon approval by the City Council, amendment of the Management Compensation &
Benefits Plan to provide Police Lieutenants and Police Captains access to the
Vacation Conversion provision.
We have submitted an agenda bill for Council consideration and action and we anticipate that
this agenda bill will be scheduled for the November 2, 1999, City Council meeting.
Again, it has been a pleasure working with you to develop an agreement to this change in
practice which is acceptable to all parties. If you have any questions, please feel free to contact
me at 434-2859 or alternatively Assistant City Manager Frank Mannen at 434-2823.
a&
Human Resources Director
Attachment
cc Assistant City Manager
Police Chief
1200 Carlsbad Village Drive l Carlsbad, CA 92008-l 989 l (760) 434-2852 l FAX (760) 720-I 875
Exhibit 2
SIDE LETTER
BETWEEN THE CARLSBAD POLICE MANAGEMENT ASSOCIATION AND
THE CITY OF CARLSBAD
WHEREAS, the Carlsbad Police Management Association and representatives of
the City of Carlsbad met and conferred and reached agreement on a change in practice
regarding vacation accrual.
WHEREAS, the City’s current practice does not accurately reflect the intention of
each party and is not consistent with the Management Compensation and Benefits Plan
which states that “All management employees shall be permitted to earn and accrue up
to and including three hundred and twenty (320) hours, and no employee will be allowed
to earn and accrue vacation hours in excess of the three hundred and twenty (320) hour
maximum. ”
WHEREAS, each party agrees with the intent that employees represented by
CPMA stop earning and accruing vacation hours once the negotiated maximum accrual of
320 hours is earned by an employee.
WHEREAS, the Carlsbad Police Management Association has expressed an
interest in the Vacation Conversion provision of the Management Compensation and
Benefits Plan and the City has agreed to provide Police Lieutenants and Police Captains
access to this option.
THE CPMA AND THE CITY OF CARLSBAD TO HEREBY AGREE THAT:
1. The City agrees to compensate affected employees for any accrued vacation hours
that are over the existing vacation accrual maximum of 320 hours as of October 3 1,
1999. Compensation will be calculated at an employee’s current rate of pay and will
be included in the paychecks issued on November 4, 1999.
2. Beginning November 1, 1999, the City will eliminate or “cap” an employee’s ability
to earn and accrue vacation that is above the vacation accrual maximum of 320 hours.
Any employee whose vacation balance reaches 320 hours will not earn or accrue any
additional hours until his/her vacation balance falls below 320 hours.
3. Upon approval by the City Council, the Vacation Conversion provision of the
Management Compensation and Benefits Plan will be amended to provide Police
Lieutenants and Police Captains access to this option and will be modified to read as
follows: “Each December, managemeni employees will be allowed to voluntarily
convert up to 80 hours of accrued vacation to cash, provided that they have used 80
hours of vacation during the calendar year. ”
IN WITNESS WHEREOF, the parties hereto understand and agree to the above term
and conditions and have caused their duly authorized representatives to execute this Side
Letter.
CITY OF CARLSBAD
City timager
CARLSBAD POLICE
b MANAGEMENT
ASSOCIATION
Sheldon T. Lewis
President
EXHIBIT 3
l Vacation
All management employees shall earn vacation on the following basis:
Beginning with the first (1 st) working day through the completion of five
(5) full calendar years of continuous service - 80 hours/year (3.08 hours
biweekly).
Beginning the sixth (6th) year of employment through the completion of
ten (10) full calendar years of continuous service - 120 hours/year (4.62
hours biweekly).
Beginning the eleventh (11 th) year of employment through the completion
of eleven (11) full calendar years of continuous service - 128 hours/year
(4.92 hours biweekly).
Beginning the twelfth (12th) year of employment through the completion
of twelve (12) full calendar years of continuous service - 136 hours/year
(5.23 hours biweekly).
Beginning the thirteenth (13th) year of employment through the
completion of thirteen (13) full calendar years of continuous service - 144
hours/year (5.54 hours biweekly).
Beginning the fourteenth (14th) year of employment through the
completion of fifteen (15) full calendar years of continuous
service - 152 hours/year (5.84 hours biweekly).
Beginning the sixteenth (16th) year of continuous employment, vacation
time shall be accrued, and remain at a rate of 160 hours for every full
calendar year of continuous employment thereafter (6.15 hours biweekly).
Management employees with comparable service in local government agencies
may be granted credit for such service for the purpose of computing vacation at
the discretion of the City Manager. All management employees shall be
permitted to earn and accrue up to and including three hundred and twenty (320)
hours of vacation, and no employee will be allowed to earn and accrue vacation
hours in excess of the three hundred and twenty (320) hour maximum.* The City
Manager shall be responsible for the granting of vacation to all management
personnel, except in the case of the City Attorney’s Office, where the City
Attorney shall be responsible for granting vacation.
* If there are unusual circumstances that would require an employee to exceed the
vacation accrual maximum, he/she must submit a request in writing to the
Department Head and the City Manager. The Department Head and the City
Manager may grant such a request if it is in the best interest of the City.
l
Requests will be handled on a case-by-case basis and will be considered only in
extreme circumstances.
Former CMWD management employees shall earn and accrue vacation up to and
including the maximum as contained in their Individual Agreement.
Vacation Conversion
Each December, management employees (v including Police
Lieutenants and Police Captains) will be allowed to voluntarily convert up to 80
hours of accrued vacation to cash, provided that they have used 80 hours of
vacation during the calendar year.